Agenda

Notice is hereby given of an Ordinary Council Meeting

Tuesday 12 May 2020

Commencing at 9.30am

via Zoom

www.waimatedc.govt.nz

ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

Notice is hereby given that a meeting of the Council, will be held via Zoom, on Tuesday 12 May 2020, commencing at 9.30am.

Elected Members

Craig Rowley Chairperson Sharyn Cain Deputy Chairperson Fabia Fox Councillor Sandy McAlwee Councillor Miriam Morton Councillor Tom O'Connor Councillor David Owen Councillor Colin Pankhurst Councillor Sheila Paul Councillor

Quorum – no less than five members

Significance Consideration

Evaluation: Council officers, in preparing these reports have had regard to Council’s Significance and Engagement Policy. Council and Committee members will make the final assessment on whether the subject under consideration is to be regarded as being significant or not. Unless Council or Committee explicitly determines that the subject under consideration is to be deemed significant then the subject will be deemed as not being significant.

Decision Making

The Council, in considering each matter, must be:

i. Satisfied that it has sufficient information about the practicable options and their benefits, costs and impacts, bearing in mind the significance of the decision;

ii. Satisfied that it knows enough about and will give adequate consideration to the views and preferences of affected and interested parties bearing in mind the significance of the decisions to be made.

Stuart Duncan Chief Executive

Page 2 ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

Order Of Business

Opening ...... 5 1 Council Prayer ...... 5 2 Public Forum ...... 5 3 Apologies ...... 5 4 Visitors ...... 5 5 Conflicts of Interest ...... 5 6 Identification of Major (Urgent) or Minor Items Not on the Agenda ...... 5 Minutes ...... 6 7 Confirmation of Minutes ...... 6 7.1 Minutes of the Council Meeting held on 14 April 2020 ...... 6 8 Receipt of Minutes ...... 15 Nil Reports ...... 15 9 Mayor's Report ...... 15 Nil 10 Deputy Mayor's Report ...... 15 Nil 11 Councillors' Reports ...... 15 Nil 12 Chief Executive's Report ...... 15 Nil 13 Council Actions Report ...... 15 Nil 14 Human Resources Report ...... 16 14.1 Human Resources Report ...... 16 15 Health and Safety Report ...... 19 15.1 Health and Safety Report ...... 19 16 Audit and Risk Committee Report ...... 21 Nil 17 General Reports ...... 22 17.1 Civil Defence Emergency Operations Centre Report ...... 22 17.2 Litter Infringement Fee ...... 25 17.3 Finance Report - For the 9 months ended 31 March 2020 ...... 27 17.4 Presentation - Police ...... 35 17.5 Economic Development Steering Group - White Horse Development Project - Stage 1 ...... 36 17.6 Orari Temuka Opihi Pareora Zone Committee Annual Report 2019 ...... 58

Page 3 ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

17.7 Lower Waitaki South Coastal Canterbury Zone Committee Annual Report 2019 ...... 63 17.8 Pop Black Memorial Scholarship Trust Fund ...... 68 18 Consideration of Major (Urgent) or Minor Items not on the Agenda ...... 75 Nil Public Excluded ...... 76 19 Exclusion of the Public Report ...... 76 19.1 Public Excluded Minutes of the Council Meeting held on 14 April 2020 ...... 76 19.2 Alpine Energy Shareholders Report - March 2020 ...... 76 19.3 Presentation - Alpine Energy ...... 76 20 Re-admittance of the Public Report...... 77 Meeting Closure ...... 77

Page 4 ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

OPENING

1 COUNCIL PRAYER

2 PUBLIC FORUM

3 APOLOGIES

The Chair will call for any apologies.

4 VISITORS

17.4 – Waimate Police Presentation 17.6 – Orari-Temuka-Opihi-Pareora Zone Committee Presentation 17.7 – Lower Waitaki Zone Committee Presentation

5 CONFLICTS OF INTEREST

As per the Local Authorities (Members’ Interests) Act 1968 (as below), the Chair will enquire if there are any Conflicts of Interest to be declared on any item on the agenda, and if so, for any member to declare this interest.

Local Authorities (Members’ Interests) Act 1968 Councillors are reminded that if they have a pecuniary interest in any item on the agenda, then they must declare this interest and refrain from discussing or voting on this item and are advised to withdraw from the meeting table.

6 IDENTIFICATION OF MAJOR (URGENT) OR MINOR ITEMS NOT ON THE AGENDA

1. The Chair will call for any major (urgent business) or minor items not on the agenda to be raised according to Standing Orders, as below: a. Standing Orders 3.7.5 – Major Items An item not on the agenda for a meeting may be dealt with at the meeting if the local authority by resolution so decides, and the presiding member explains at the meeting at a time when it is open to the public – i. The reason why the item was not listed on the agenda; and ii. The reason why discussion of the item cannot be delayed until a subsequent meeting. b. Standing Orders 3.7.6 – Minor Items An item not on the agenda for a meeting may be dealt with at the meeting if – i. That item is a minor matter relating to the general business of the local authority; and ii. The presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but iii. No resolution, decision, or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.

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MINUTES

7 CONFIRMATION OF MINUTES

7.1 MINUTES OF THE COUNCIL MEETING HELD ON 14 APRIL 2020

Author: Karalyn Reid, Committee Secretary and PA to the Mayor Authoriser: Tina Stevenson, Corporate Services Group Manager Attachments: 1. Minutes of the Council Meeting held on 14 April 2020

PURPOSE To present the unconfirmed Minutes of the Council Meeting held via Zoom on 14 April 2020 for confirmation.

RECOMMENDATION That the minutes of the Council Meeting held on 14 April 2020 be adopted as a true and correct record.

Item 7.1 Page 6 DRAFT UNCONFIRMED ORDINARY COUNCIL MEETING MINUTES 14 APRIL 2020

DRAFT UNCONFIRMED MINUTES

Ordinary Council Meeting

14 April 2020

Page 7 DRAFT UNCONFIRMED ORDINARY COUNCIL MEETING MINUTES 14 APRIL 2020

DRAFT UNCONFIRMED MINUTES OF WAIMATE DISTRICT COUNCIL ORDINARY COUNCIL MEETING HELD VIA ZOOM ON TUESDAY 14 APRIL 2020 COMMENCING AT 9.30AM

PRESENT: Mayor Craig Rowley (Chair), Deputy Mayor Sharyn Cain, Cr Fabia Fox, Cr Sandy McAlwee, Cr Miriam Morton, Cr Tom O'Connor, Cr David Owen, Cr Colin Pankhurst, Cr Sheila Paul APOLOGIES: Nil IN ATTENDANCE: Stuart Duncan (Chief Executive), Michelle Jones (Executive Support Manager), Leo Milani (Policy Analyst), Dan Mitchell (Asset Group Manager),Tina Stevenson (Corporate Services Group Manager), Karalyn Reid (Committee Secretary), No members of the public or media had contacted the Committee Secretary from the advertisement of the meeting, and requested details to join the meeting.

OPENING

The Chair explained the rules, and process of the Zoom meeting, and welcomed members.

1 COUNCIL PRAYER

Nil

2 PUBLIC FORUM

Nil

3 APOLOGIES

Nil

4 VISITORS

Nil

5 CONFLICTS OF INTEREST

The Chair called for Conflicts of Interests. There were no Conflicts of Interest identified.

6 IDENTIFICATION OF MAJOR (URGENT) OR MINOR ITEMS NOT ON THE AGENDA

There were no major/minor items identified.

Page 8 DRAFT UNCONFIRMED ORDINARY COUNCIL MEETING MINUTES 14 APRIL 2020

MINUTES

7 CONFIRMATION OF MINUTES

7.1 MINUTES OF THE COUNCIL MEETING HELD ON 18 FEBRUARY 2020

RESOLUTION 2020/5 Moved: Cr Fabia Fox Seconded: Cr Sheila Paul That the Minutes of the Council Meeting held on 18 February 2020 be adopted as a true and correct record. CARRIED

7.2 MINUTES OF THE EXTRAORDINARY COUNCIL MEETING HELD ON 24 MARCH 2020

RESOLUTION 2020/6 Moved: Cr Miriam Morton Seconded: Cr Tom O'Connor That the Minutes of the Extraordinary Council Meeting held on 24 March 2020 be adopted as a true and correct record. CARRIED Note: Council discussed the future of the recently established Emergency Committee, in light of the Local Government Act being changed to allow councils to have a quorum via audio/visual links, therefore allowing Ordinary Council Meetings to be held. It was agreed that the provision of an Emergency Committee would be retained in case it was required in the future.

8 RECEIPT OF MINUTES

Nil

REPORTS

9 MAYOR'S REPORT

Nil

10 DEPUTY MAYOR'S REPORT

Nil

11 COUNCILLORS' REPORTS

Nil

12 CHIEF EXECUTIVE'S REPORT

Nil

Page 9 DRAFT UNCONFIRMED ORDINARY COUNCIL MEETING MINUTES 14 APRIL 2020

13 COUNCIL ACTIONS REPORT

Nil

14 HUMAN RESOURCES REPORT

14.1 HUMAN RESOURCES REPORT

RESOLUTION 2020/7 Moved: Cr Colin Pankhurst Seconded: Cr Sheila Paul That the Human Resources Report is accepted. CARRIED

15 HEALTH AND SAFETY REPORT

Nil

16 AUDIT AND RISK COMMITTEE REPORT

16.1 AUDIT AND RISK COMMITTEE CHAIR'S REPORT

RESOLUTION 2020/8 Moved: Mayor Craig Rowley Seconded: Cr Tom O'Connor 1. That the Audit and Risk Committee Chair’s Report be accepted; and 2. That the amended Audit and Risk Committee Terms of Reference be presented to Council for approval. CARRIED Note: Council’s Asset Group Manager updated Council on the progress over establishing ownership of the Downlands Rural Water Scheme. Audit NZ have urged Council to lead the discussion with the other parties ( District Council and Council) in order to achieve clarity of structure and ownership of the scheme, with appropriate documentation to support this conclusion.

Page 10 DRAFT UNCONFIRMED ORDINARY COUNCIL MEETING MINUTES 14 APRIL 2020

17 GENERAL REPORTS

17.1 CONSULTATION DOCUMENT - WAIMATE DISTRICT COUNCIL WASTE MINIMISATION SERVICES Council considered the draft Consultation Document for the Waimate District Council Waste Minimisation Services contract.

RESOLUTION 2020/9 Moved: Mayor Craig Rowley Seconded: Cr Tom O'Connor That the Consultation Document – Waimate District Council Waste Minimisation Services report is accepted. CARRIED

RESOLUTION 2020/10 Moved: Cr Fabia Fox Seconded: Cr David Owen That Council adopts the Consultation Document – Waimate District Rubbish and Recycling Services, with minor modifications. CARRIED Note: Staff were congratulated on the document. Council voiced concerns of the consultation period being restricted because of the current COVID-19 level 4 lock-down period however accepted there were unavoidable time constraints due to the joint procurement arrangement. Cr McAlwee lost connection at 10.27am, but returned to the meeting at 10.29am.

17.2 ASSET MANAGEMENT LEVELS DETERMINATION 2020-2023 Council considered the Draft Asset Management Level Determination 2020-2023.

RESOLUTION 2020/11 Moved: Cr Fabia Fox Seconded: Cr Miriam Morton That the Asset Management Level Determination 2020-2023 report is accepted. CARRIED

RESOLUTION 2020/12 Moved: Cr Miriam Morton Seconded: Cr David Owen That Council adopts the Asset Management Level Determination 2020-2023, with minor amendments. CARRIED

Page 11 DRAFT UNCONFIRMED ORDINARY COUNCIL MEETING MINUTES 14 APRIL 2020

Note: Council agreed it is important to ensure this policy is reflected clearly in the asset management plans and flows through to the actual service.

17.3 WAIMATE DISTRICT COUNCIL LOCAL GOVERNANCE STATEMENT 2020 Council reviewed the Waimate District Council Local Governance Statement 2020.

RESOLUTION 2020/13 Moved: Cr Tom O'Connor Seconded: Cr Sheila Paul That the Waimate District Local Governance Statement 2020 report is accepted CARRIED

RESOLUTION 2020/14 Moved: Cr Tom O'Connor Seconded: Cr Colin Pankhurst That Council receives the Waimate District Council Local Governance Statement 2020, noting that ongoing improvements to this document will be undertaken. CARRIED Note: Council’s Corporate Services Manager noted this document is available on Council’s website, as required by the Local Government Act 2002.

18 CONSIDERATION OF MAJOR (URGENT) OR MINOR ITEMS NOT ON THE AGENDA

Nil

PUBLIC EXCLUDED

19 EXCLUSION OF THE PUBLIC REPORT

Page 12 DRAFT UNCONFIRMED ORDINARY COUNCIL MEETING MINUTES 14 APRIL 2020

RESOLUTION TO EXCLUDE THE PUBLIC

RESOLUTION 2020/15 Moved: Cr Fabia Fox Seconded: Cr Miriam Morton That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: General subject of each matter Reason for passing this Ground(s) under section 48 for to be considered resolution in relation to each the passing of this resolution matter 19.1 - Public Excluded minutes s6(a) - the making available of s48(1)(a)(i) - the public conduct of the Council Meeting held on the information would be likely to of the relevant part of the 18 February 2020 prejudice the maintenance of the proceedings of the meeting would law, including the prevention, be likely to result in the disclosure investigation, and detection of of information for which good offences, and the right to a fair reason for withholding would trial exist under section 6 or section 7 19.2 - 2020/21 Annual Plan - s7(2)(f)(i) - free and frank s48(1)(a)(i) - the public conduct Considerations Post COVID-19 expression of opinions by or of the relevant part of the between or to members or proceedings of the meeting would officers or employees of any local be likely to result in the disclosure authority of information for which good reason for withholding would exist under section 6 or section 7

CARRIED

20 RE-ADMITTANCE OF THE PUBLIC REPORT

RESOLUTION 2020/16 Moved: Cr Tom O'Connor Seconded: Cr Sheila Paul That Council moves out of Closed Council into Open Council. CARRIED

Page 13 DRAFT UNCONFIRMED ORDINARY COUNCIL MEETING MINUTES 14 APRIL 2020

19.2 PUBLIC EXCLUDED AGENDA ITEM: 2020/21 ANNUAL PLAN - CONSIDERATIONS POST COVID-19 TAKEN INTO OPEN MEETING

RESOLUTION 2020/20 Moved: Mayor Craig Rowley Seconded: Cr Tom O'Connor That Council takes the below decision into open meeting, and circulates a suitable media release to communicate the decision to the public. CARRIED That Council reduces the overall rates increase for the draft 2020/21 Annual Plan down to 4% in recognition of the negative financial impact of COVID-19 on the Waimate District economy. The impact of the reduction in rates income will be funded from borrowings, with future repayment options considered during the 2021-31 Long Term Plan process.

MEETING CLOSURE

There being no further business, the Chair declared the meeting closed at 11.43am. The Minutes of this meeting are to be confirmed at the next Ordinary Council Meeting, date to be confirmed.

...... CHAIRPERSON

Page 14 ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

8 RECEIPT OF MINUTES

Nil

REPORTS

9 MAYOR'S REPORT

Nil

10 DEPUTY MAYOR'S REPORT

Nil

11 COUNCILLORS' REPORTS

Nil

12 CHIEF EXECUTIVE'S REPORT

Nil

13 COUNCIL ACTIONS REPORT

Nil

Page 15 ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

14 HUMAN RESOURCES REPORT

14.1 HUMAN RESOURCES REPORT

Author: Fiona Hester-Smith, Human Resources Manager Authoriser: Fiona Hester-Smith, Human Resources Manager Attachments: Nil

PURPOSE 1. For the Human Resources Manager to update Council.

RECRUITMENT 2. Since my last report in April 2020, there have been no new staff employed by Council.

EXITING STAFF 3. Since my last report in April 2020, the following staff have left Council. Position Name Permanent / Temporary Lakes Rubbish Truck Driver Stewart Craib Temporary

STAFF STATISTICS

PERMANENT STAFF Month Total Full Part FTE Time Time

Dec-19 63 43 20 51.47 Jan-20 63 42 21 50.40 Feb-20 63 43 20 51.40 March-20 63 43 20 52.04 April-20 63 43 20 52.04

TEMPORARY AND CASUAL STAFF Month Total Temporary Casual FTE

Dec-19 8 8 0 5.25 Jan-20 9 9 0 5.50 Feb-20 8 8 0 5.00 March-20 2 2 0 1.25 April-20 1 1 0 .75

Item 14.1 Page 16 ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

HISTORY AS AT JUNE EACH YEAR Year Total FTE 2017 57 47.61 2018 58 48.58 2019 60 50.71

LEAVE LIABILITY STATISTICS 4. Leave Liability Graphs – The below graph indicates on the green line the current position opposed to the previous two years. Blue being 2018 and Red being 2019 positions. 5. Due to COVID19 lockdown the leave liability has increased with staff unable to take leave during this period. It is expected that this trend will continue to increase in the interim.

6. Total Annual Leave Hours – Below, is the new graph to show in blue the amount of current leave hours and in red the balance of total hours that equals excess leave. 7. Excess leave is any leave over one year’s entitlement. e.g. if an employee has a yearly entitlement of 150.00 hours and they have a balance of 160.00 hours, then 10.00 hours will be counted as excess leave. 8. We currently have 15 staff with excess leave.

Item 14.1 Page 17 ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

RECOMMENDATION That the Human Resources Manager’s report is accepted.

Item 14.1 Page 18 ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

15 HEALTH AND SAFETY REPORT

15.1 HEALTH AND SAFETY REPORT

Author: Luci Swatton, Emergency Management and Health and Safety Officer Authoriser: Paul Cooper, Regulatory and Compliance Group Manager Attachments: Nil

PURPOSE 1. The Health and Safety report to 31 March 2020 is submitted for the information of Council.

Health and Safety Statistics

2. Since the last report in October 2019, there have been two near misses, four incidents where no injury occurred and six incidents resulting in an injury (not requiring reporting to WorkSafe NZ). The near misses have included children not being supervised by an adult at the pool and getting out of their depth. The incidents where an injury occurred included two slips or falls, a file falling from a high shelf on to a staff member who was retrieving a file at the time, two slips at the swimming pool, and a lifting injury in the elbow. Incidents where no injury occurred included the Council mower at the roadside throwing a rock up hitting a passing car, a staff member accidentally reversed a vehicle into the Local Government Building, a staff member slipped whilst mopping the floor, and a mower hit a concealed branch breaking the top right hand indicator on the mower. There were no patterns identified when these incidents were assessed, and each was isolated and different in terms of circumstances other than the 2 near misses.

Item 15.1 Page 19 ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

Health and Safety Committee 3. The Dare to Care Team has met four times between November 2020 and March 2020. The committee has undertaken Health and Safety Audits across all Council group activities, the results of these audits will be worked through for each Council group. The Dare to Care Team are focusing on a different aspect of health and safety each month (mental health, stress, driving, etc.) whilst working on ways to grow the health and safety culture within the Council. On Wednesday 29 January a staff breakfast was held on cancer awareness with two speakers from the Cancer Society.

Training 4. On Wednesday 13 November, all staff attended a three-hour presentation by Lance Burdett on wellbeing, awareness (of self and others), personal resilience and dealing with difficult people. This was followed by an online training course offered to all staff. 5. On Friday 14 February, 12 staff attended training on Situational Safety Conflict Management presented by OPSEC.

Meetings 6. On 15 August, Luci Swatton attended the Canterbury Health & Safety Advisory Group meeting in . 7. On 30 January, Paul Cooper and Luci Swatton attended meetings at Council to discuss the use of SiteWise (a third party pre-qualification and contractor management tool) and PoolSafe (a system of accreditation for pool operators that is recognised in the sector as best practice). 8. On 26 February, Nigel Palmer from SiteWise presented to the Leadership Team on the contractor management tool. 9. On 5 March, Steve Prescott from Ashburton District Council (PoolSafe Assessor) undertook a gaps analysis on the Norman Kirk Swimming Pool. 10. As a result of the visits from SiteWise and PoolSafe, we are now moving toward the implementation of both the SiteWise system for our contractor management and PoolSafe accreditation for the Norman Kirk Swimming Pool, as we strive for continuous improvement in our management of our people’s health & safety.

RECOMMENDATION That the Health and Safety report is accepted.

Item 15.1 Page 20 ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

16 AUDIT AND RISK COMMITTEE REPORT

Nil

Page 21 ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

17 GENERAL REPORTS

17.1 CIVIL DEFENCE EMERGENCY OPERATIONS CENTRE REPORT

Author: Luci Swatton, Emergency Management and Health and Safety Officer Authoriser: Paul Cooper, Regulatory and Compliance Group Manager Attachments: Nil

PURPOSE 1. To give Council an update on current Emergency Operation Centre activation for Covid-19 response.

EOC ACTIVATION 2. The Emergency Operations Centre (EOC) was partially activated at 12:00pm on Tuesday 24 March 2020. The EOC was activated to support the Ministry of Health led response to the Covid-19 pandemic, through Civil Defence Emergency Management (CDEM) to support the community of the Waimate District. 3. Due to the nature of the pandemic event and the imminent onset of Alert Level 4 restrictions, EOC staffing has been limited to a key functions compared to other emergency events. Whilst some EOC functions work from home a core team have been isolated in the library in their own “bubble”. The EOC staff are, Paul Cooper - Controller, Carolyn Johns - Alternate Controller, Luci Swatton - Response Manager, Jonts McKerrow - Alternate Response Manager & Operations, Jill Wilson - Welfare Manager, Kevin Tiffen - Planning and Intelligence, Lara Welsh - PIM, Helen Strachan - PA to Controller & Logistics and Mike Downes - Liaison with Community Link and Welfare.

RESPONSE ACTIVITIES 4. The main activities of the EOC are: a. Delivery of welfare needs to the community, primarily for household goods and services. b. Medical transport system for pick-ups and drop offs to hospital and GP appointments. c. Public information management (PIM) updating the community through Council Website, Council Facebook, Radio (The Breeze and Golden Sounds), The Trader, Noticeboard posters and mail drops across the district. d. Planning - action plans, contingency planning for EOC staff sickness, a secondary event, and New World/Lister Home staff sickness and transition planning between alert levels. e. Reporting with daily situation reports to our partner agencies and national reporting to NEMA on welfare metrics. f. Coordination with South Canterbury partner agencies particularly the SCDHB on planning for mobile swabbing clinics, community based assessment centres (CBACS) if required and welfare (psychosocial) needs across the community. 5. There are many Council staff and one volunteer who support the EOC with key tasks. These include delivery drivers for groceries (Donette Fargher, Nicky Caird, Di Lowry and Tracey Tiffen), medical transport drivers (Tony Stevenson (volunteer) and Jake Blades), and the 0800 number welfare support call takers (Diane Robertson, Linda Shefford, Peter Vendetti and Tony Morton).

Item 17.1 Page 22 ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

6. Due to the restrictions in place from Alert Level 4 it was important to reduce the number of staff physically working in the EOC (the Library). With the semi-virtual nature of the EOC, communications have been limited to Zoom meetings, phone and email. There are multiple Zoom meetings daily (Controller and Response Manager and EOC Tasking meeting), some of which are reducing down over time to twice weekly. These meetings allow the EOC team to determine progress, discuss problems, develop solutions and ascertain how outcomes will be delivered. There are also a number of Canterbury wide teleconferences several times a week to discuss progress and problems across the CDEM Canterbury Group and all Canterbury Council’s.

RESPONSE TIMELINE 7. The Covid-19 response has evolved over time as the requirements have altered, the EOC team have remained flexible and adjusted to the changing restrictions, regulations and needs of the community. The first two weeks of the response were around developing systems and processes which allowed the response to efficiently support the community through welfare delivery and PIM. 8. Week 3 and 4 allowed time for the EOC to refine processes and protocols and record everything that had been organised. Contingency planning was also undertaken which highlighted the requirement for everything to be recorded and finalised in the event cases of Covid-19 got into the EOC team or another event occurred during the Covid-19 response. Moving forward to week 5 and into week 6 the EOC is planning for the transition from Alert Level 3 to 2 or potentially back up to Alert Level 4 if required in the future. Whilst the protocols for the Covid-19 response are well developed and documented there are new concerns arising each day, this is expected to continue as the needs of the community change.

WELFARE DELIVERY STATISTICS 9. The Civil Defence team have completed 159 food deliveries to 60 households across the Waimate District. There have also been 9 food deliveries completed on behalf of the Waihao Marae and 4 for the Salvation Army foodbank. The medical transport system has transported 2 people to and from Timaru hospital four times, with more bookings lined up as elective surgeries increase. The 0800 number call centre has received 59 calls since the call centre was established on Wednesday 1 April.

FINANCIAL 10. The main costs associated with the Covid-19 response so far are the purchase of groceries for those clients who have no way of paying for their orders during lockdown (no access to internet banking or credit card, only cash or eftpos). To ensure that these clients can still get groceries during lockdown a system was set up with an account for the Council at New World, each order is put on a purchase order and the Council will then invoice the client. Those invoices can then be paid when restrictions are removed at lower alert levels. The estimated amount on this account is $4,000.00 at this stage. If any clients cannot afford to pay when they are invoiced we will be able to recover the costs through NEMA with systems in place for reclaiming of welfare expenses.

COMMUNITY PARTNERS 11. During the Covid-19 Civil Defence response strong partnerships have been developed with community organisations and businesses. These include, Community Link, Community Vehicle Trust, New World, Waimate Police Sergeant, Lister Home, Waimate Pharmacy, Oak House Medical Centre, Waimate Medical Centre, Waihao Marae, and the Salvation Army Foodbank.

Item 17.1 Page 23 ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

FORWARD PLANNING 12. At this point the EOC team are planning for the transition from Alert Level 3 to 2 and what that will look like for the Council and the community. The EOC bubble will be moving from the Library back to the main office on Friday 8 May and will remain as a bubble until Alert Level 2 begins. At Alert Level 2, clients being supported by Civil Defence will be transitioned to Community Link for further assistance. We anticipate that the majority of households that are currently being supported would be able to care for themselves again at Alert Level 2, but there may be some due to age or health conditions that could still require further support. 13. There will still be a requirement for Council (CDEM) involvement at Alert Level 2 for reporting of welfare metrics through the Caring for Communities initiative and working on any special cases with Community Link. Another aspect of forward planning as we transition into lower alert levels is around recovery planning, this will be undertaken by the local CDEM Recovery Manager.

RECOMMENDATION That the Civil Defence Emergency Operations Centre report is accepted.

Item 17.1 Page 24 ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

17.2 LITTER INFRINGEMENT FEE

Author: Jonts McKerrow, Compliance Officer Authoriser: Paul Cooper, Regulatory and Compliance Group Manager Attachments: Nil

PURPOSE 1. This report recommends that the Council approve the proposed Litter Infringement Fee associated to the enforcement of the Litter Act 1979 within the Waimate District.

BACKGROUND 2. On 25 June 2019 the Waimate District Council approved the position of the Waimate District Compliance Officer. Included within this role was the monitoring of compliance and enforcement of the Litter Act 1979. 3. As reported in June 2019 the Litter Officer will investigate incidents of littering and write infringement fines when appropriate. It is anticipated 3 to 5 infringements will be written each year ($1,200 to $2,000). 4. The Litter Act 1979 requires 14 days public notification of Council's intent to adopt the Litter Infringement process. 5. Section 4 of the Litter Act 1979 specifies that no fee shall exceed $400. It is my proposal that a blanket fee of $300 be set. This would be applied in conjunction with a discretionary power which would (if applicable) allow the officer to utilise other compliance options. These options include: a. Requesting an identified offender remove the rubbish and dispose of it correctly followed by the issuing of a formal written warning which would clearly stipulate further offending would result in the issuing of a $300 infringement notice. b. Non-compliance of the above would proceed directly to infringement. c. Should the removal of the litter be impracticable due to a delay in locating the offender and the removing of the litter is a priority then (dependant on the circumstances and volume of the litter) either a formal written formal can be served or an infringement fee of $300 be issued. d. In the case of non-payment of the notice the matter would then go before the Waimate District Council’s Enforcement Panel and a decision whether or not to proceed with a prosecution would be made.

PROPOSAL 6. Should Council accept the proposal then the Litter Infringement notice provisions and associated fee go out for public notification from 15 May to 28 May 2020. 7. The infringement fee of $300 be included in the Waimate District Council’s schedule of fees and charges. 8. The issuing of Litter Infringement Notices could commence from 29 May 2020.

ASSESSMENT OF SIGNIFICANCE 9. Litter Infringement is not deemed significant under the Council’s Significance & Engagement Policy.

Item 17.2 Page 25 ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

CONSIDERATIONS 10. The objective of the Litter Infringement Notice is to assist in keeping Waimate’s population and environment healthy by minimising the negative effects of littering and illegal dumping. 11. The Litter Infringement Notice will assist in the enforcement of offences under the Litter Act 1979. 12. Once established the infringement fee of $300 will act as an effective deterrent against the illegal dumping of rubbish and will reinforce and promote the Waimate District Council’s stance on protecting our environment and the public.

Legislation 13. The Litter Act 1979 allows a Council to adopt a Litter Infringement Fee. Section 13: Territorial authorities may adopt infringement notice provisions; and section 14: Infringement notices provides for an infringement notice regime of offences and fees and will enable better control and enforcement of littering offences. 14. Section 5 of the Litter Act 1979. Where any person is alleged to have committed an infringement offence, that person may either: a. Be proceeded against by filing a charging document under section 14 of the Criminal Procedure Act 2011; or b. Be served with an infringement notice as provided in section 14.

Waimate District Consolidated Bylaw 2018 Reducing litter 15. Waimate District Council works hard to keep our streets, parks, playgrounds and other public areas free from litter. We also rely on the public to do the same. Illegal dumping 16. Council will do its best to prevent illegal dumping (sometimes known as ‘fly tipping’). If you see a large amount of illegally dumped rubbish please contact us. 17. While it can be difficult to trace the person responsible for illegal rubbish dumping, sometimes we can identify the person through the rubbish itself or if the person has been witnessed dumping the rubbish. 18. We urge caution if you see someone illegally dumping rubbish. It may not be safe for you to confront that person. Instead, record the vehicle’s registration number, take photos and contact us as soon as you can. Penalties for littering 19. Council has the ability to issue fines for littering under the Litter Act 1979. This is used as a last resort – we encourage people to be responsible for the appropriate disposal of rubbish.

FINANCIAL Section 14A Litter Act 1979 Entitlement to infringement fees 20. A territorial authority may retain the infringement fee received by it for an infringement offence if the infringement notice was issued by a Litter Control Officer appointed by the territorial authority.

RECOMMENDATION 1. That the Proposed Infringement Fee report be accepted; and 2. That the set Infringement Fee of $300 be approved.

Item 17.2 Page 26 ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

17.3 FINANCE REPORT - FOR THE 9 MONTHS ENDED 31 MARCH 2020

Author: Melissa Thomson, Accountant Authoriser: Tina Stevenson, Corporate Services Group Manager Attachments: Nil

PURPOSE 1. To present the Finance Report to Council. Waimate District Council Statement of Financial Performance For the 9 months ended 31 March 2020 Year to date Full Year Actual Budget Variance Budget Note $000 $000 $000 Including carry forwards Operating Revenue Rates (net of remissions) $ 7,634 $ 7,612 $ 22 $ 10,149 Development and Financial Contributions 3 95 47 48 63 NZ Transport Agency Subsidy 4 2,258 2,700 (442) 3,453 Fees and Charges 5 896 854 42 1,079 Interest Revenue 6 29 1 28 3 Other Revenue 7 2,029 1,691 339 2,307 Total Operating Revenue 12,941 12,905 37 17,054 Operating Expenditure Employment Benefit Expenses 8 3,269 3,427 158 4,544 Depreciation and Amortisation 3,691 3,683 (8) 4,910 Roading Expenses 9 2,000 1,866 (134) 2,532 Finance Costs 6 76 151 74 201 Other Expenses 10 3,533 3,896 363 5,640 Total Operating Expenditure 12,569 13,023 453 17,827 Total Surplus/(Deficit) $ 372 $ (118) $ 490 $ (773)

2. For the 9 months ended 31 March 2020, Council recorded a surplus of $372,000 compared to a budgeted deficit of $118,000; therefore, Council are tracking $490,000 favourable to budget.

MAJOR VARIANCES TO BUDGET 3. Development and financial contributions income is favourable to budget due to increased Rural Water and Sewerage activity contributions. 4. NZ Transport Agency subsidy income is unfavourable to budget due to the timing of capital renewal works. 5. Fees and charges income is favourable to budget due to increased camping fees and building consent income. 6. Interest revenue and finance costs are favourable to budget due to increased cash reserves in relation to timing of capital works and operational savings. 7. Other revenue is favourable to budget predominately due to the receipt of a dividend from Council’s investment in Civic Financial Services following the sale of Civic Assurance House in Wellington ($25,500), increased income from urban water and sewer connections and general recoveries ($186,500 favourable to budget), and donations received towards the Event Centre sound system ($4,360) and the community vehicle garage project ($90,000). 8. Employment benefit expenses are favourable to budget due to vacant positions and timing of replacements. Item 17.3 Page 27 ORDINARY COUNCIL MEETING AGENDA 12 MAY 2020

9. Roading operational expenses have exceeded budget mainly due to increased spends for drainage maintenance, metalling and emergency reinstatement works. 10. Other expenses are favourable to budget due to reduced legal and consultancy expenditure ($144,000 favourable to budget), and timing of economic development expenditure ($72,000 favourable to budget) and other general expenditure ($104,000 favourable to budget).

Waimate District Council Statement of Financial Position As at 31 March 2020 Movement Actual Actual Note 31 March 2020 30 June 2019 Movement Assets $000 $000 $000 Current Assets Cash and cash equivalents 3,281 4,530 (1,249) Trade and other receivables 1,213 1,593 (380) Inventories 102 113 (11) Other financial assets 637 637 - Total Current Assets 5,233 6,873 (1,639)

Non Current Assets Property, plant and equipment 403,983 402,837 1,146 Forestry assets 1,894 1,894 - Intangible assets 305 277 29 Other financial assets 14,683 14,683 (0) Total Non Current Assets 420,866 419,692 1,174 Total Assets 426,099 426,564 (465)

Liabilities Current Liabilities Trade and other payables 1,193 1,923 (730) Borrowings 71 71 - Provisions 5 5 - Employment Benefit Expenses 311 367 (56) Derivative financial instruments - - - Total Current Liabilities 1,580 2,366 (786)

Non Current Liabilities Provisions 54 54 - Borrowings 2,540 2,595 (55) Total Non Current Liabilities 2,594 2,649 (55)

Equity Public Equity 85,829 85,535 294 Reserves 336,096 336,014 82 Total Equity 421,925 421,549 376 Total Liabilities and Equity 426,099 426,564 (465)

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TOTAL CAPITAL EXPENDITURE BY GROUP

Note: Year to date Actuals (yellow) includes capital work in progress at 30 June 2019. The Total Budget (blue) includes carry forward budgets as approved at the Council meeting held on 8 October 2019.

11. Totals: Spend to date (including WIP at 30 June 2019) $ 5,732,405 Work In Progress carried forward from 30 June 2019 $ -835,110 Total spend to 31 March 2020 $ 4,897,295

2019/20 Annual Plan Budget $ 8,156,380 Budget carry forwards from 2018/19 $ 1,979,000 2019/20 Total Budget (including Carry Forwards) $10,135,380 % of total budget spent 48%

Less projects not likely to proceed this year: Roading bridge renewal – Crouches Bridge, Youngs road $ -480,000 Waikakahi Rural Water – Drinking Water upgrade $ -1,439,000 Public Toilets $ -200,000 $ -2,119,000 2019/20 Updated projected capital budget $ 8,016,380 % of total updated budget spent 61%

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ASSET GROUP

VARIANCE ANALYSIS – DAN MITCHELL 12. Roading and Footpaths – The deficit of $244,428 is unfavourable (Budget surplus: $412,647) due to increased operational spends and reduced NZTA subsidy income as a result of the timing of capital works. 13. Water Supply – The surplus of $29,611 is favourable (Budget deficit: $169,512) due to increased rural water capital contributions income and overall reduced expenditure. 14. Waste Management – The deficit of $118,798 is unfavourable (Budget deficit: $6,778) due to increased contract costs, including renewal costs, for waste collection and disposal.

CAPITAL EXPENDITURE

15. Roading and Footpaths – The budget includes upgrade of the Crouches Bridge. 16. Water Supply – The budget includes upgrades for compliance to Drinking Water Standards (DWSNZ) for the Hook/Waituna, Lower Waihao, Otaio/Makikihi and Waikakahi rural water schemes. 17. Some water scheme upgrades to meet DWSNZ may be further delayed due to the formation of the Regulator and uncertainty surrounding rural water supplies. 18. Sewerage – The budget includes renewals reprogrammed for Edward Street upgrade (carried forward) and the Queen Street project

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COMMUNITY FACILITIES GROUP

VARIANCE ANALYSIS – DAN MITCHELL 19. Camping – The deficit of $34,196 is favourable (Budget deficit $98,933) due to increased camping fees and charges income compared to budget. 20. Event Centre – The surplus of $29,046 is favourable (Budget deficit: $82,988) due to donations received towards the sound system ($4,360) and the community vehicle garage project ($90,000). 21. Property – The deficit of $38,305 is favourable (Budget deficit: $123,742) due to reduced labour allocations to Public Toilets compared to budget.

CAPITAL EXPENDITURE

22. Event Centre – Actuals (in yellow) include the Community Vehicle Trust Garage project which is partially funded from a donation, with the remaining spend funded from reserves as approved by Council. 23. Swimming Pool – Actuals include work in progress at June 2019 of $249,300 for the heating project. The project is now complete.

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ORGANISATION AND GOVERNANCE GROUP

VARIANCES ANALYSIS – TINA STEVENSON AND CAROLYN JOHNS 24. Central Administration – The surplus of $387,447 is favourable (Budget deficit: $171,320) due to reduced expenditure for employment benefit expenses as a result of vacant positions, depreciation expenses following timing of vehicle replacements, consultancy, legal and other general expenditure.

CAPITAL EXPENDITURE

25. Central Administration – The budget includes vehicle replacement carry forwards of $250,000. 26. Investments and Finance – Expenditure has been incurred for the purchase, fit-out and refurbishment of the investment property at Gorge Road.

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DISTRICT PLANNING AND REGULATORY SERVICES GROUP

VARIANCE ANALYSIS – PAUL COOPER 27. Building Control – The surplus of $24,061 is favourable (Budget deficit: $19,733) due to increased consent income ($24,300 favourable to budget), in addition to reduced expenditure. 28. Resource Management – The surplus of $66,697 is favourable (Budget surplus: $9,971) due to reduced monitoring expenditure.

CAPITAL EXPENDITURE

29. All capital works are on target for completion.

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COMMUNITY SERVICES GROUP

VARIANCE ANALYSIS – CAROLYN JOHNS AND MICHELLE JONES 30. Community Support – The surplus of $11,712 is favourable (Budget deficit: $29,529) due to the timing of grant expenditure. 31. Economic Development and Promotions - The deficit of $5,728 is favourable (Budget deficit: $62,248) due to the timing of economic development strategy and initiatives expenditure.

CAPITAL EXPENDITURE

32. Library – Actuals (in yellow) include work in progress at June 2019 of $26,000 for the Self Service and Item Security software.

RECOMMENDATION That the Finance Report for the 9 months ended 31 March 2020 is accepted.

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17.4 PRESENTATION - POLICE

Author: Karalyn Reid, Committee Secretary and PA to the Mayor Authoriser: Tina Stevenson, Corporate Services Group Manager Attachments: Nil

PURPOSE New Waimate Sergeant Brian Ennis will be introduced to Councillors, and give an update to Council on police activity around the Waimate District.

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17.5 ECONOMIC DEVELOPMENT STEERING GROUP - WHITE HORSE DEVELOPMENT PROJECT - STAGE 1

Author: Michelle Jones, Executive Support Manager Authoriser: Michelle Jones, Executive Support Manager Attachments: 1. White Horse development concept plan - stage 1 ⇩

PURPOSE 1. The purpose of this report is for Council to consider the White Horse development concept plan (stage 1) and associated funding request.

BACKGROUND 2. In February 2019, Council approved the Economic Development Strategy Action Plans. The strategic theme ‘Growing the district’s visitor economy’ includes action item 2.3 ‘Enhance the White Horse monument and surrounds’. The focus of the action is to enhance the White Horse and surrounding area as a visitor attraction and adventure playground. 3. The Economic Development Steering Group has been working in partnership with Waimate2gether, via the Department of Internal Affair’s Community Led Development Programme, to progress the project.

PROPOSAL 4. The development of the White Horse area is a 2-stage project. A concept plan has been developed by Glasson Huxtable Landscape Architects, based on feedback received from the Economic Development Steering Group, Waimate2gether and public consultation. This initial work was paid for by a grant from the Department of Internal Affairs to Waimate2gether. The site analysis and concept plan for stage 1 is attached. 5. Stage 1 largely consists of soft and hard landscaping; installation of viewing platforms, street furniture, public toilet and security cameras; signage; and repairing and resurfacing the White Horse. A structural assessment will be undertaken to determine whether the monument is stable prior to repairs and resurfacing being undertaken. 6. Stage 2 is a medium term project (years 2-4) and will be subject to separate approval and funding requests. This stage will include an adventure playground, beginner and advanced pump and skills tracks, tube slides, and a service kiosk/café/rental. 7. To receive funding from the Community Led Development Programme, Waimate2gether is required to collaborate with as many community partners as possible. Waimate2gether has approached key local organisations for support and partnership in this community project. Funding will also be sought from other external funding providers. 8. The cost of stage 1 has been estimated at $304,719.35 (GST exclusive). This does not include a structural assessment of the White Horse, signage or work required to Parkers Bush/Centrewood roads. Prices require further review during the detailed design phase. 9. Waimate2gether will be applying for a large proportion of the estimated cost, and strong support from Council will enhance their applications.

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10. As a key community partner ‘significant investment’ is being sought from Council. The Economic Development Steering Group is recommending that Council contribute a total of $98,000 towards stage 1. This is broken down as follows:

Economic Development Special Grant Fund $20,000 2020/21 Low Cost Low Risk Improvement roading budget* $66,000  Regrade the first 100m of Centrewood Park Road and remove the old stop cattle foundations ($15,000)  Widen the left side of the approach to the intersection and remove vegetation ($6,000)  Seal the intersection and the first 100m of Centrewood Park Road ($45,000)** Staff time (in kind contribution) Total $86,000 * Roading costs are estimates only ** Work could be undertaken in October/November 2020

11. If the 500m hill section on Centrewood Park Road were to be sealed and funded from the roading budget, a business case demonstrating the benefits would be required. It is not proposed to include this in the NZTA bid at this stage. 12. Staff time is required to ensure the project is successfully implemented and will be recorded so we can understand Council’s full contribution to the project. Staff time will be considered as an ‘in kind’ contribution from Council. 13. Ongoing operational costs include maintenance of the reserve (estimated $12,000 per annum) and an estimated $7,000 per annum for cleaning of the public toilet. 14. The project will be subject to resource and building consent requirements. 15. Wherever possible services will be provided by local contractors/organisations.

Options 16. Option 1 – status quo, do not proceed with the proposed development. 17. Option 2 – proceed with the stage 1 development as proposed.

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ASSESSMENT OF SIGNIFICANCE 18. This matter is not deemed significant under the Council’s Significance and Engagement Policy, however, Parks and Reserves are deemed to be a strategic asset. Council has extensively consulted with the community on the potential development of the White Horse and surrounding area over the past two years and has received favourable support. Consultation has also been undertaken more recently by Waimate2gether.

CONSIDERATIONS

Legislation 19. Reserves Act 1977

Territorial or Regional Council Regulations, Plans or Bylaws 20. Waimate District Plan – Category A heritage item (item 120) 21. Waimate Consolidated Bylaw 22. General Reserves Policy 2019 23. Smoke-free Environments Policy 2019 24. Economic Development Strategy Action Plan – Item 2.3 “Enhance the White Horse monument and surrounds” 25. Parks and Recreation Asset Management Plan 2017 26. Sport and Recreation Plan 2017

FINANCIAL 27. It is proposed that Council contribute to the project via the following: a. $20,000 from the Economic Development Special Grant Fund (Alpine Energy dividend) – there is currently $110,897 remaining b. $66,000 from the 2020/21 Low Cost Low Risk Improvement roading budget – there is $300,000 budgeted.

RECOMMENDATION 1. That the Economic Development Steering Group – White Horse Development Project Stage 1 report is accepted; and 2. That Council approve the White Horse Stage 1 Development Concept Plan; and 3. That Council contribute $20,000 from the Economic Development Special Grant Fund towards Stage 1; and 4. That Council contribute $66,000 from the 2020/21 Low Cost Low Risk Improvement Roading Budget towards Stage 1; and 5. That staff time be recorded as an ‘in kind’ contribution; and 6. That Council supports Waimate2gether’s funding application to the Community Led Development Programme for Stage 1; and 7. That Council acknowledges its significant partnership with Waimate2gether on the White Horse Development Project

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17.6 ORARI TEMUKA OPIHI PAREORA ZONE COMMITTEE ANNUAL REPORT 2019

Author: Karalyn Reid, Committee Secretary and PA to the Mayor Authoriser: Tina Stevenson, Corporate Services Group Manager Attachments: 1. OTOP Annual Report 2019 ⇩

PURPOSE 1. For Council to receive the Orari Temuka Opihi Pareora (OTOP) Zone Committee 2019 Annual Report. 2. Chair of the OTOP Zone Committee, Hamish McFarlane has been invited to attend to answer any questions on the Annual Report, and also the implications of COVID-19 on the community and associated water resources.

BACKGROUND 3. To meet the requirements of the Environment Canterbury Long Term Plan, each Canterbury Water Management Strategy (CWMS) Zone Committee is required to report annually on progress of their Zone Implementation Programme, and on progress in the ten CWMS target areas. The CWMS Regional Committee is also required to provide an annual update.

PROPOSAL 4. That Council receives the OTOP Zone Committee Annual Report 2019.

ASSESSMENT OF SIGNIFICANCE 5. This matter is not deemed significant under Council’s Significance and Engagement Policy.

Budget 6. There are no known budget considerations.

Cost-effectiveness 7. Cost-effectiveness consideration is not applicable.

RECOMMENDATION That the Orari Temuka Opihi Pareora Zone Committee Annual Report 2019 is received.

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17.7 LOWER WAITAKI SOUTH COASTAL CANTERBURY ZONE COMMITTEE ANNUAL REPORT 2019

Author: Karalyn Reid, Committee Secretary and PA to the Mayor Authoriser: Tina Stevenson, Corporate Services Group Manager Attachments: 1. LWZC Annual Report 2019 ⇩

PURPOSE 1. For Council to receive the Lower Waitaki South Coastal Canterbury (LWSCC) Zone Committee 2019 Annual Report. 2. Chair of the LWSCC Zone Committee, Bruce Murphy has been invited to attend to answer any questions on the Annual Report, and also the implications of COVID-19 on the community and associated water resources.

BACKGROUND 3. To meet the requirements of the Environment Canterbury Long Term Plan, each Canterbury Water Management Strategy (CWMS) Zone Committee is required to report annually on progress of their Zone Implementation Programme, and on progress in the ten CWMS target areas. The CWMS Regional Committee is also required to provide an annual update.

PROPOSAL 4. That Council receives the LWSCC Zone Committee Annual Report 2019.

ASSESSMENT OF SIGNIFICANCE 5. This matter is not deemed significant under Council’s Significance and Engagement Policy.

Budget 6. There are no known budget considerations.

Cost-effectiveness 7. Cost-effectiveness consideration is not applicable.

RECOMMENDATION That the Lower Waitaki South Coastal Canterbury Zone Committee Annual Report 2019 is received.

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17.8 POP BLACK MEMORIAL SCHOLARSHIP TRUST FUND

Author: Karalyn Reid, Committee Secretary and PA to the Mayor Authoriser: Tina Stevenson, Corporate Services Group Manager Attachments: 1. Pop Black Memorial Trust Rules ⇩

PURPOSE 1. For Council to nominate a representative on to the Pop Black Memorial Scholarship Trust Fund (Trust Fund).

BACKGROUND 2. We have received notification from the NZ Nurses Organisation that Mavis Andrew, the member representing the town of Waimate on the Trust Fund, has resigned effective 23 February 2020. 3. This has created a vacancy on the committee that has to be filled to enable the committee to meet and administer the Trust Fund. 4. We have attached a copy of the Fund rules, which states: Governance  6.1.2 – One committee member will represent the town of Waimate, and will be nominated by the sitting Mayor of Waimate.  6.3 –There is no fixed term for the mayor’s representative. When the position becomes vacant, it is the sitting mayor who will nominate their replacement. 5. Liz Wigley, Chairperson of the Pop Black Memorial Scholarship Fund, has recommended Rita Stewart to fill the Waimate District’s vacant position on the Trust Fund. The following recommendation was received from Liz Wigley in support of Rita Stewart’s nomination: Rita Stewart Rita has had a comprehensive career as a Registered Nurse in the Waimate and South Canterbury community. Rita started her career and training as a Registered Nurse at Timaru Hospital where she continued working including as a tutor. After this she moved to Waimate where she worked as a District Nurse for 27 years. During this time she was valued as a highly skilled nurse and was well recognized by other medical professionals and the members of the community. Rita has also made a big contribution to the community through a variety of clubs and organizations. She has been a member of Waimate Whitehorse Lions for 30 years and held many roles in the club including President and secretary. This year she is standing as President again. Rita will make a valued contribution to the Pop Black committee. I am very pleased to be able to put her name forward to the WDC for this. Kind Regards Liz Wigley

PROPOSAL 6. That Council considers, and confirms the nomination of Rita Stewart, to replace the retiring Mavis Andrew on the Pop Black Memorial Scholarship Trust, effective immediately.

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ASSESSMENT OF SIGNIFICANCE 7. This matter is not deemed significant under the Council’s Significance and Engagement Policy.

FINANCIAL 8. There are no known budget considerations.

Cost-effectiveness 9. Cost effectiveness consideration is not applicable.

RECOMMENDATION 1. That the Pop Black Memorial Scholarship Trust report be accepted; and 2. That Council nominates Rita Stewart to represent the Waimate District on the Pop Black Memorial Scholarship Trust, effective immediately.

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“Pop Black” Memorial Scholarship Trust Fund Rules 1. Name: 1.1 The name of the Charity shall be known as the “Pop Black” Memorial Scholarship Trust Fund. 2. Object 2.1 The money invested and/or interest arising from such investment from the original W.E. Black bequest is to be paid out in scholarships to assist first year nursing and/or midwifery students selected by the Management Committee as a contribution towards paying their fees and associated costs, for example, books and uniforms at a Government recognised institution of nursing training. 2.2 The monies invested and/or interest arising from such investment from the bequest from the Waimate District Council – Health Development Fund on the share of the Council’s sale of the Waimate Hospital site shall be used to assist resident applicants attain appropriate support to gain qualifications and/or training in any health occupations, without being exhaustive, including Physiotherapy, Radiography and Occupational Therapy, Nursing, Midwifery and/or allied to the health profession. At the discretion of the Management Committee they may consider applications from what can be termed “alternate” or “fringe” health providers. 2.3 All applicants must have resided for a period of not less than 12 months within the present boundaries of the Waimate District Council sometime in their lives prior to the application being granted. 2.4 Applicants may only receive the benefit of one successful application from the fund. 3. Powers 3.1 The Trust may: 3.1.1 employ people; 3.1.2 borrow and invest money; 3.1.3 purchase, lease and hire land, buildings and vehicles. 3.2 The Fund must not undertake activities that further non-charitable purposes or provide private benefits to beneficiaries outside of the purpose of this fund, or to any employees or Trustees of the Trust.

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4. Private profit 4.1 All income, benefit, or advantage must be used to advance the charitable purposes of the Trust. 4.2 No member of the Trust, NZNO, or anyone associated with a member, is allowed to take part in, or influence any decision made by the Trust in respect of payments to, or on behalf of, the member or associated person of any income, benefit, or advantage. 4.3 Any payments made must be for goods or services that advance the charitable purpose and must be reasonable and relative to payments that would be made between unrelated parties. 5. Winding-up 5.1 If a decision is made to wind up or dissolve the Trust and any property remains after the settlement of the Trust’s debts and liabilities, that property must be given or transferred to another Trust for a similar charitable purpose or purposes as defined in section 5(1) of the Charities Act 2005. 6. Governance 6.1 There will be three Trust Fund Management Committee members: 6.1.1 Two committee members will be Registered Nurses, one of whom will represent the NZNO Canterbury Regional Council, and the other should reside in the Waimate District. The Regional Council representative will be nominated by the Regional Council. 6.1.2 One committee member will represent the town of Waimate, and will be nominated by the sitting Mayor of Waimate. 6.2 The Registered Nurses shall be elected to a three-year term, with right of re-election. The NZNO Canterbury Regional Council will call for nominations at such time to ensure that the Trust Fund’s Management Committee is able to meet in April of each year to consider applications, and where there is more than one nomination, voting shall be at the next Regional Council meeting following the close of nominations. Nominators and nominees must be financial members of the NZNO. 6.2.1 Vacancies that occur during the term shall be filled through the Regional Council. 6.3 There is no fixed term for the mayor’s representative. When the position becomes vacant, it is the sitting mayor who will nominate their replacement. 6.4 The Regional Council will refund the travel expenses of the committee members to attend the meetings. Car-pooling is expected where possible unless the Management Committee decide to meet via Teleconference, Skype or other electronic means as necessary. 6.5 The Christchurch office of the NZNO shall supply the stationery, photocopying and postage and meet the administration costs of running the Trust.

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7 The Functioning of the Trust Fund’s Management Committee 7.1 The committee will function as follows: 7.1.1. The Chairperson is elected by, and from within, the members of the committee. 7.1.2 The members of the Management Committee and the Secretary will be the joint signatories on the cheque account of which any two must sign cheques or authorise use of electronic funds transfers. 7.1.3 The Secretary will be the Canterbury Regional Secretary, or a nominated individual who is a member of the NZNO, who has demonstrated a position of responsibility in NZNO, and is aware of and committed to the Pop Black Memorial Scholarship Trust Fund. The Secretary is not responsible for, and has no influence in the amounts awarded to the successful applicants. 7.1.4 A Quorum of two committee members, not including the Secretary, is required for a meeting. However, it is preferable that all three be present at the meetings granting the scholarships. 7.2 The key functions of the Management Committee are: 7.2.1. To administer and distribute the money, together with any interest earned from monies invested, bequeathed by Mr Wilfred Eversley Black in accordance with his wishes and the Trust deeds. 7.2.2 To administer and distribute the money bequeathed by the Waimate District Council’s - Health Development bequest in accordance with this Trust deed. 7.2.3 To maintain contact with the Trustees in relation to any matter pertaining to the scholarship fund 7.2.4 To receive applications on forms, developed and approved by the Management Committee, and allocate the scholarship/s appropriately. 7.2.5 To determine the amount(s) to be allocated each year to the successful applicant/s and to receive reports within 6 months of the approved activity being undertaken advising the Committee how the funds have assisted them. Failure to provide such a report may imperil their ability to make any subsequent application to the Trust Funds. 7.2.6 To promote the scholarship to eligible NZNO members who have lived in the Waimate District for at least 12 months of their lives via appropriate advertising, school visits and other endorsed promotions. 7.2.7 To promote the Health Development applications to people living in the Waimate District Council area via appropriate advertising, school visits and other endorsed promotions. 7.2.8 To ensure accountability by maintaining accurate financial records 7.2.9 To endorse the accuracy of the minutes of each meeting

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7.2.10 To meet at least once each year 7.2.11 To monitor the funds from time to time, to invest and/or re-invest the funds as necessary and to use the initial capital fund as the Management Committee think fit in order to meet the requirement of this Trust Fund. 7.3 The Secretary will be responsible for: 7.3.1 Maintaining accurate records of the accounts and supplying the committee with the balance sheets at each meeting. 7.3.2 Management of all incoming and outgoing correspondence. 7.3.3 Taking accurate minutes, and distributing these to the committee members, and making these available to the Canterbury Regional Council of the NZNO and the Trustees on request. 7.3.4 Preparing the appropriate letters to applicants advising them whether their application has been successful or not. Successful applicants will have either a cheque attached or advice that the monies have been paid into their nominated bank account. Unsuccessful applicants will usually (but the Management Committee at its sole discretion may decide to the contrary) be advised the grounds on which their application has failed. 7.3.5 Updating committee documents, e.g. the scholarship information pamphlet, as directed by the committee. 7.3.6 Arranging investment of funds as directed by the Management Committee and ensuring the Tax Exempt status is maintained. 7.3.7 Preparing the Tier 4 reports to Charities Services within 6 months of the end of the financial year (i.e. as the end of the financial year is 31st March then the report must be filed with the Charities Services by 30th September) 7.4 Decisions of the Committee will usually made by consensus. However, where this cannot be achieved, the decision will be made by majority vote. 7.4.1 Except that where the matter relates to funds from the Waimate District Council’ Health Development bequest and the vote is tied, providing the Chair has exercised their deliberative vote, the Chair may exercise a deciding vote on the matter. 7.4.2 Except that where the matter is related to Trust funds related to W.E Black bequest and the vote is tied, the matter shall be referred to the Canterbury Regional Council’s Management Committee to make a final decision. 7.5 A conflict of interest exists for an officer if the officer’s interests or duty in a particular matter conflicts, or might conflict, with his or her duty to the charitable entity. 7.5.1 When a conflict of interest exists for an officer, that officer must declare the nature of the conflict or the potential conflict; the officer must not take part in deliberations or proceedings including decision-making in relation to the conflict

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of interest. The officer must not be counted in the quorum required for decision- making on the matter for which he or she has the conflict of interest.” 7.5.2 A conflict of interest is any situation in which an officer’s personal interest or loyalties could affect the ability to make a decision in the best interest of the charity. 8. Amendment 8.1 The Rules of the Trust may be amended from time to time as approved by : 8.1.1. The Trust Fund Management Committee; and 8.1.2 The Canterbury Regional Council of NZNO. These Trust Rules were ratified by e-mail vote of the Trust Fund Management Committee by 3rd August 2018 culminating in a final vote of the Canterbury Regional Council of NZNO on 7th August 2018

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18 CONSIDERATION OF MAJOR (URGENT) OR MINOR ITEMS NOT ON THE AGENDA

Nil

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PUBLIC EXCLUDED

19 EXCLUSION OF THE PUBLIC REPORT

RESOLUTION TO EXCLUDE THE PUBLIC

RECOMMENDATION That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows: General subject of Reason for passing this resolution in Ground(s) under section 48 for each matter to be relation to each matter the passing of this resolution considered 19.1 - Public s6(a) - the making available of the s48(1)(a)(i) - the public conduct Excluded minutes of information would be likely to prejudice the of the relevant part of the the Council Meeting maintenance of the law, including the proceedings of the meeting would held on 14 April 2020 prevention, investigation, and detection of be likely to result in the disclosure offences, and the right to a fair trial of information for which good reason for withholding would exist under section 6 or section 7 19.2 - Alpine Energy s7(2)(b)(ii) - the withholding of the s48(1)(a)(i) - the public conduct Shareholders Report information is necessary to protect of the relevant part of the - March 2020 information where the making available of proceedings of the meeting would the information would be likely be likely to result in the disclosure unreasonably to prejudice the commercial of information for which good position of the person who supplied or who reason for withholding would is the subject of the information exist under section 6 or section 7 s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities 19.3 - Presentation - s7(2)(b)(ii) - the withholding of the s48(1)(a)(i) - the public conduct Alpine Energy information is necessary to protect of the relevant part of the information where the making available of proceedings of the meeting would the information would be likely be likely to result in the disclosure unreasonably to prejudice the commercial of information for which good position of the person who supplied or who reason for withholding would is the subject of the information exist under section 6 or section 7 s7(2)(f)(i) - free and frank expression of opinions by or between or to members or officers or employees of any local authority s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

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20 RE-ADMITTANCE OF THE PUBLIC REPORT

MEETING CLOSURE

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